IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J. KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 2206()..6221 

November 21,2012 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 

Addendum 473A, DLMS Revisions to Add the Associated Purchase Order (PO) 

Number (Supports DLA Interface with the Exchange, Navy Exchange Service 

Command (NEXCOM), and Marine Corps Exchange (MCX) Non-Appropriated 

FW1ds (NAF) Activities, and Non-DOD Customers) (MILSTRIP/Supply/Finance) 

The attached change to Defense Logistics Manual (DLM) 4000.25, Defense Logistics 

Management System (DLMS) and DLM 4000.25-1 , Military Standard Requisition and Issue 

Procedures (MILSTRIP) is approved for phased and staggered implementation. DLA Supply 

PRC representatives is required to actively monitor for implementation of this ADC and provide 

implementation dates when they become available. The updated DLMS Supplements will be 

posted to the DLA Logistics Management Standards Web at 

www.dla.miVj-6/dlmso/elibrary/TransFormats/formats.asp within 10 days from the above date. 

Addressees may direct questions to Ms. Ellen Hilert, DOD MILSTRIP Administrator, 703-

767-0676 or DSN 427-0676, email: ellen.hilert@dla.mil, or Ms. Heidi Daverede, DOD 

MILS TRIP Alternate, 703-767-5111; DSN 427-5111 , e-mail: heidi.daverede@dla.mil. Others 

may direct questions to their Service or Agency designated Supply PRC representative. 

Attaclm1ent 

As stated 

cc: 

ODASD(SCI) 

DLA Finance PRC Representatives 

~ALD C. PIPP~::::::;...-1-~ Director 

DLA Logistics Management 

Standards Office 

Federal Recycling Program 0 Printed on Recycled Paper 
ADC 473A, Attachment Page 2

Attachment to ADC 473A

DLMS Revisions to Add the Associated Purchase Order (PO) Number 

(Supports DLA Interface with the Exchange, Navy Exchange Service 

Command (NEXCOM), and Marine Corps Exchange (MCX) NonAppropriated Funds (NAF) Activities, and Non-DOD Customers)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Service/Agency: Defense Logistics Agency (DLA)

b. Functional POC: DLA Troop Support, Order Fulfillment Division, (215)737-0414

2. FUNCTIONAL AREA: Supply (Requisitioning and Shipment) and Finance (NonInterfund Invoicing)

3. REFERENCES:

a. DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures.

b. DLM 4000.25, DLMS Manual.

 c. Approved DLMS Change (ADC) 473 DLMS Revisions to Add the Associated 

Purchase Order Number in Support of the DLA Interface with the Exchange, dated January 13, 

2012.

4. REQUESTED CHANGE:

a. Brief overview: DLA Troop Support has several customers that have a requirement 

to have their internal Purchase Order (PO) number identified on their orders and perpetuated to 

subsequent transaction exchanges. Their systems are built strictly around this PO number (rather 

than the document number used by DOD systems). Changes to the identified DLMS transactions 

need to be made in order to fully provide and perpetuate the customer’s PO number. This will allow 

customers to better integrate and maintain their processes with DLA. This change republishes the 

original ADC 473 revisions using a more generic DLMS note and adds a shipment 

documentation requirement. In response to a request, the initial implementation will be 

expanded to include NEXCOM. The revised DLMS note will authorize use of the PO number 

for the Exchange (per original requirement) and NEXCOM, as well as allow DLA to expand the 

usage if needed for the MCX and non-DOD customers without further DLMS coordination. 

ADC 473A supersedes and replaces ADC 473 in its entirety.

b. Background: ADC 473 (Reference 3.c.) updated DLMS transactions to support the 

Exchange (the Army and Air Force Exchange Service). The DLMS notes were explicit in only 

authorizing the new procedures for the DLA interface with the Exchange. Subsequently,

NEXCOM identified a like requirement for transaction exchange and has also requested the 

inclusion of the PO number on shipment documentation. 
ADC 473A, Attachment Page 3

c. Procedures, transactions, data elements, processing details in use today: ADC 473 

has not been implemented. Current processes between the Exchange and DLA do not integrate

with order fulfillment, shipment tracking, and billing processes. At present, only one DLMS

transaction, the 511R Requisition, is used. The current Exchange version of that EDI document 

is truncated to DOD standards through manual intervention in 265,000 procurement transactions 

annually at cost estimated to exceed $580,000 per year. Supply chain processes NOT currently

supported by EDI communications include invoicing, shipment tracking, order inquiry, change

orders, cancellation orders, due-in visibility, receiving, and non-conformance reporting. Materiel 

management in these processes is accomplished manually by email and telephone.

5. REQUESTED CHANGE(S):

a. Requested change in detail: This change will allow the Exchange and NEXCOM 

customer orders to include an internal PO number in the DLMS requisition transaction. DLA

will then perpetuate the PO number through shipping and billing functions. This change

impacts multiple transaction formats: DLMS 511R Requisition, 511M Requisition 

Modification, 856S Shipment Status, 869F Requisition Follow-up, and 940R Materiel 

Release Order, and the non-DLMS 810 Invoice. The shipping depot will also be required to 

display the PO number on the DD 1348-1A, Issue Release Receipt Document (IRRD), and

DD Form 1348-2, IRRD with Address Label.

b. Proposed procedures:

(1) The Exchange and NEXCOM will submit requisitions using the DLMS 511R

including the internal PO number. Requisitions will continue to be submitted at the line item 

level. A PO number may be applicable to multiple requisition document numbers, and, 

therefore, will not be unique to any specific requisition. Each requisition may include only one 

internal PO number. The DLA Enterprise Business System (EBS) will store this number for use

in the materiel release order, shipment status, and invoice.

(2) If materiel is shipped by a commercial depot or a direct vendor delivery applies, 

DLA EBS will prepare the shipment status using the DLMS 856S and will include the internal 

Exchange or NEXCOM PO number. The Exchange and NEXCOM will map the data content 

provided in the standard DLMS format to the commercial shipment notice (856) data equivalents 

as used by the Exchange and NEXCOM. The Exchange and NEXCOM will make any necessary

accommodations for the normally expected shipment and packaging data that is not provided in 

the DLMS shipment status transaction.

(3) If the materiel is shipped from a DLA Distribution Depot, EBS will include the

customer’s internal PO number on the DLMS 940R, Materiel Release Order. The DLA 

Distribution Standard System (DSS) will perpetuate this value to the shipment status and display 

it on the IRRD, block 27.

(4) DLA EBS will prepare an electronic bill using non-Interfund Invoice (EDI 810). 

The transaction shall include the customer’s internal PO Number.

(5) DLA may expand use of the internal PO Number to other non-DOD customers as 
ADC 473A, Attachment Page 4

needed without prior coordination under the DLMS change process.

(6) Required revisions to DLMS Supplements are shown below.

# Location DLMS 511R Requisition

 Revision

Reason

1. DLMS 

Introductory 

Notes

Add ADC 473A to DLMS Introductory Notes (remove reference to 

ADC 473):

- ADC 473A, DLMS Revisions to Add the Associated Purchase

Order Number (Supports DLA Interface with the Exchange, Navy 

Exchange Service Command (NEXCOM), and Marine Corps 

Exchange (MCX) Non-Appropriated Funds (NAF) Activities and 

Non-DoD Customers)

Identifies DLMS

Changes included in the

DLMS Supplement.

2. 2/N901/20

Revise DLMS note with existing Qualifier AN:

AN Associated Purchase Order

DLMS Note: Use for cross-reference to the customer’s internal 

Purchase Order (PO) Number (one PO Number per requisition 

document number). When submitted, this value will be

perpetuated to subsequent transactions. Authorized for DLA

interface with the Exchange, NEXCOM, MCX, and non-DoD 

customers as required. (See ADC 473A)

Supports expanded 

use of the PO 

number.

# Location DLMS 511M Modification

Revision

Reason

1. DLMS 

Introductory 

Notes

Add ADC 473A to DLMS Introductory Notes (remove reference to 

ADC 473):

- ADC 473A, DLMS Revisions to Add the Associated Purchase

Order Number (Supports DLA Interface with the Exchange, Navy 

Exchange Service Command (NEXCOM), and Marine Corps 

Exchange (MCX) Non-Appropriated Funds (NAF) Activities and 

Identifies DLMS

Changes included in the

DLMS Supplement.

2. 2/N901/20

Revise DLMS note with existing Qualifier AN:

AN Associated Purchase Order

DLMS Note: Use for cross-reference to the customer’s internal

Purchase Order (PO) Number (one PO Number per requisition 

document number). When submitted, this value will be

perpetuated to subsequent transactions. Authorized for DLA

interface with the Exchange, NEXCOM, MCX, and non-DoD 

customers as required. See ADC 473A.

Supports expanded use 

of the PO number.
ADC 473A, Attachment Page 5

# Location DLMS 869F Requisition Follow-up

Revision

Reason

1. DLMS 

Introductory 

Notes

Add ADC 473A to DLMS Introductory Notes (remove reference to 

ADC 473):

- ADC 473A, DLMS Revisions to Add the Associated Purchase

Order Number (Supports DLA Interface with the Exchange, Navy 

Exchange Service Command (NEXCOM), and Marine Corps 

Exchange (MCX) Non-Appropriated Funds (NAF) Activities and 

N D D C t )

Identifies DLMS

Changes included in the

DS.

2. 2/REF01/105

Revise DLMS note with existing Qualifier AN:

AN Associated Purchase Order

DLMS Note: Use for cross-reference to the customer’s internal

Purchase Order (PO) Number (one PO Number per requisition 

document number). When submitted, this value will be

perpetuated to subsequent transactions. Authorized for DLA

interface with the Exchange, NEXCOM, MCX, and non-DoD 

customers as required. See ADC 473A.

Supports expanded use 

of the PO number.

# Location DLMS 940R Material Release

Revision

Reason

1. DLMS 

Introductory 

Notes

Add ADC 473A to DLMS Introductory Notes (remove reference to 

ADC 473):

- ADC 473A, DLMS Revisions to Add the Associated Purchase

Order Number (Supports DLA Interface with the Exchange, Navy 

Exchange Service Command (NEXCOM), and Marine Corps 

Exchange (MCX) Non-Appropriated Funds (NAF) Activities and 

Identifies DLMS

Changes included in the

DLMS Supplement.

2. 2/N901/0400

Revise DLMS note with existing Qualifier AN:

AN Associated Purchase Order

DLMS Note: Use for cross-reference to the customer’s

internal Purchase Order (PO) Number (one PO Number per

document number). When provided on the release order,

this value will be perpetuated to the shipment status. 

Authorized for DLA-directed shipments to the Exchange,

NEXCOM, MCX, and non-DoD customers as required. See 

ADC 473A.

Supports expanded use 

of the PO number.
ADC 473A, Attachment Page 6

# Location DLMS 4030 856S Shipment Status

Revision

Reason

1. DLMS 

Introductory 

Notes

Add ADC 473A to DLMS Introductory Notes (remove reference to 

ADC 473):

- ADC 473A, DLMS Revisions to Add the Associated Purchase

Order Number (Supports DLA Interface with the Exchange, Navy 

Exchange Service Command (NEXCOM), and Marine Corps 

Exchange (MCX) Non-Appropriated Funds (NAF) Activities and 

Non-DoD Customers)

Identifies DLMS

Changes included in the

DLMS Supplement.

2. 2/REF01/1500

Revise DLMS note with existing Qualifier AN:

AN Associated Purchase Order

DLMS Note: Use for cross-reference to the customer’s

internal Purchase Order (PO) Number (one PO Number per

document number). Authorized for DLA-directed shipments to

the Exchange, NEXCOM, MCX, and non-DoD customers as 

required. See ADC 473A.

Supports expanded use 

of the PO number.

 c. Proposed transaction flow: The standard DLMS/MILSTRIP transaction flow for 

supply transactions applies to this process.

d. Revisions to DOD 4000.25 Manuals: Requires update to DLM 4000.25-1, 

MILSTRIP Appendices 1.1 and 3.48. Refer to Enclosure 1.

 e. Alternatives: None identified.

6. REASON FOR CHANGE: This change will reduce customer cost in maintaining their 

systems. It will also allow DLA to get paid in a more timely manner. It will also ensure that 

DLA customers will continue to requisition from DLA Troop Support, generating sales and 

revenue. Allowing for the additional use of these procedures by NEXCOM and DLA’s other 

customers is efficient and cost effective.

7. ADVANTAGES AND DISADVANTAGES:

 a. Advantages: Increase sales and generate revenue for DLA. Facilitates processing for 

DLA’s customers.

 b. Disadvantages: None noted.

8. ASSUMPTIONS USED OR WILL BE USED IN THE CHANGE OR NEW 

DEVELOPMENT: The additional data field harmonizing the Exchange, NEXCOM, and DLA 

processes will be incorporated into transaction exchange data sets beginning with revisions to the

DLMS 511R. A reference number (the Exchange PO number) will be propagated to and from 

DLA order fulfillment. Invoices (EDI 810) and Shipment Status (DLMS 856S) will follow and 

include the PO number. The Exchange and NEXCOM will reduce demands on DLA Troop 

Support tracking, allowing reconciliation through Exchange and NEXCOM resources. The
ADC 473A, Attachment Page 7

Exchange and NEXCOM will adopt use of the DLMS 511M for requisition modification, and the

DLMS 869F, for requisition follow-up over time. The customer’s internal PO Number must be

included in these two transactions because the source of supply is authorized to process the

modification or follow-up as a new requisition when the document number is unmatched to an

existing requisition.

9. ADDITIONAL COMMENTS TO CONSIDER: DLA EBS will be responsible for 

providing shipment status for materiel shipped by commercial depots pending possible future 

negotiation and contract changes to require the commercial depot to prepare the DLMS 856S. 

Inclusion of the customer’s internal PO number on the receiving report prepared by commercial 

vendors is also requested and must be evaluated by DLA for future procurement actions.

10. NOTE ANY REGULATIONS OR GUIDANCE: None identified.

11. ADDITIONAL REQUIREMENTS: Requires update of the DLA-unique Electronic

Data Interchange (EDI) 810, Invoice, applicable to non-Interfund billing. DLA uses an 

American National Standards Institute (ANSI) Accredited Standards Committee (ASC) X12 EDI

810 transaction to bill customers that do not use Interfund or the DLMS 810L, Logistics Bill. 

DLA has agreed to modify its unique billing transaction to support identification of the PO 

number consistent with ADC 473.

Location 810 

Invoice

Reason

2/REF01/120

Add new qualifier ‘AN’ with DLMS note:

AN Associated Purchase Order

Use for cross-reference to the customer’s internal

Purchase Order (PO) Number.

Supports the current 

Exchange and NEXCOM 

requirement, as well as 

other future customer 

requirements.

12. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: This change is 

authorized for phased and staggered implementation between DLA and its trading partners. 

Defense Automatic Addressing System (DAAS) mapping updates should be available for testing 

and subsequent partial implementation as early as March 2013. The target date for full

implementation is March 2014. DLA is required to provide actual implementation dates when 

known. 

13. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: The majority of the cost savings will be realized 

by the Exchange and NEXCOM. The projected savings are in excess of $580,000 per year for 

the Exchange alone. DLA, the Exchange, and NEXCOM will benefit by having a seamless, fully

automated order and financial process.

14. IMPACT:

 a. New DLMS Data Elements: There are no new data elements associated with this 

proposal. The PO number data field was previously added to the DLMS 511R, 511M, 856S, 

869F, and 940R.
ADC 473A, Attachment Page 8

 b. Changes to DLMS Data Elements: The DLMS dictionary information was updated 

by ADC 473 to accommodate the customer’s internal PO number usage and field length as 

shown below. Note: The customer’s internal PO number is not associated with a Defense

Federal Acquisition Regulation Supplement (DFARS) contract.

NAME: PURCHASE ORDER NUMBER

DEFINITION: ANY DOCUMENT ISSUED BY A 

DOD/FEDERAL ORGANIZATION; I.E., PURCHASE ORDER

NUMBER, CONTRACT NUMBER (INCLUDING FEDERAL

SUPPLY SCHEDULES, GENERAL SERVICES 

ADMINISTRATION SCHEDULES AND ALL OTHER BASIC

CONTRACTS).

DATA CODE CHARACTERISTICS: TYPE: AN MIN: 13 10 MAX: 13

REMARKS: THIS IS ALWAYS THE PROCUREMENT

INSTRUMENT IDENTIFICATION NUMBER (PIIN) FOR THE

DEPARTMENT OF DEFENSE OR THE EQUIVALENT

EXPRESSION FOR CIVILIAN AGENCIES. THIS IS NEVER

THE NUMBER OF A DELIVERY ORDER, CALL OR RELEASE 

AGAINST A BASIC AWARD INSTRUMENT. A PURCHASE

ORDER NUMBER MAY BE INCLUDED ON REQUISITIONS

AND SUBSEQUENT TRANSACTIONS AS A CROSSREFERNCE TO THE CUSTOMER’S INTERNAL PURCHASE

ORDER NUMBER.

 c. Automated Information Systems: There is programming impact to DLA EBS and 

DSS to accommodate the PO Number in transactions and printing of the IRRD. DLA EBS

must ensure that notification of a commercial depot shipment to the Exchange or NEXCOM 

triggers the generation of the DLMS 856S containing the applicable PO Number. This change

does not impact other DLMS trading partners.

d. DLA Transaction Services: Map update required. No special processing applicable.

e. INTEGRATED DATA ENVIRONMENT (IDE)/GLOBAL 

TRANSPORTATION NETWORK (GTN) CONVERGENCE (IGC). Map update required. 

No special processing applicable.
MILSTRIP Manual 

ADC 473A, Enclosure 1, Page 1

Enclosure 1, DLM 4000.25-1, MILSTRIP Manual Appendix Revisions

A. Update Appendix 1.1 as shown below: 

“AP1.1.6.6.2. The Issue Release/Receipt Document data elements, configuration and 

locations are as follows:

(Intervening text not shown)

BLOCK ELEMENT NAME

BLOCK SIZE/

NO. OF CHARACTERS

BLOCK 

NUMBER

(Intervening text not shown)

Perpetuate the customer’s internal

purchase order (PO) number when 

provided on the release order.

1

”

PO number value: 10-13 characters

B. Update Appendix 3.48 as shown below: 

“BLOCK ENTRIES

 FOR OTHER THAN FMS SHIPMENTS

(Intervening text not shown.)

 27 This block may contain additional data including bar coding for internal use. This 

block may contain a 2D symbol that contains information for serially tracked items 

and repeats bar coded data content. Data entered in this block is as required by 

shipping activity by commodity. When data is entered in this block, it will be clearly 

identified. See Appendix 1.35 for Code 39 linear bar code and PDF417 2D symbol 

format information. See Appendix 1.36 for the Block 27 continuation page 

requirements.

(Intervening text not shown.)

Purchase Order (PO) Number - Perpetuate the customer’s internal PO number 

when provided on the release order. The PO number must be prefaced by text 

“PO #” to clarify the usage.1”

 1 Refer to ADC 473A.
MILSTRIP Manual 

ADC 473A, Enclosure 2, Page 1

Enclosure 2, Comment Resolution

Originator Response/Comment Disposition

1. DLA Concurs. Existing SCR requires update.

No impact to the SDR process used by 

Exchange/NEXCOM. 

Noted.

2. Army No response to PDC Addendum. Noted. Army concurred with original staffing. 

3. Marine Corps Concurs.

Recommend replacing "the Exchange, NEXCOM, and other non-DOD customers" with "the 

Exchange, NEXCOM, and Marine Corps Exchange (MCX) DOD Non-Appropriated Funds (NAF) activities as well as non-DOD customers" 

throughout the document. 

The current wording used implies that the 

Exchanges are not DOD activities; however, they 

are DOD non-appropriated fund instrumentalities. This phrasing also incorporates MCX as a NAF 

customer.

Wording has been updated.

4. Air Force Concurs without comment. Noted.

5. USTRANSCOM Concurs. USTRANSCOM request a minimum 30 day 

implementation period between release of ADC 

and authorized implementation by provider 

systems. This time is necessary in order to coordinate mapping changes and make required modifications to USTRANSCOM systems.

Noted.

6. Navy Concurs without comment. Noted. _